Billing & Payment Policy

The License Guys provides vehicle licensing and vehicle administration services to private individuals, companies, fleets and dealerships.

We act as an administrative service provider and, where authorised, as an agent on behalf of customers in dealing with licensing departments, registering authorities, testing stations and other relevant third parties.

TLG is a private business and is not a government department, registering authority or the Road Traffic Management Corporation (RTMC).

An invoice or quotation may include:

• Government or statutory licence fees;
• Registration or transaction fees;
• Licensing department fees;
• Roadworthy or testing-station charges;
• Number plate or other third-party costs;
• Penalties, arrears or additional charges relating to expired licences;
• TLG service and administration fees;
• Additional service fees where extra work is required;
• Courier, collection or delivery charges;
• Subscription fees;
• Other costs specifically approved by the customer.

Where possible, government or third-party charges must be shown separately from TLG service fees.

Licence fees and similar statutory charges are collected from the customer so TLG can pay the relevant authority or service provider on the customer's behalf.

These amounts do not represent TLG's service fee.

Government fees, penalties and other official charges may change or may only be confirmed once the relevant transaction is checked or processed by the licensing authority.

Where the actual amount differs from an estimate or quotation, the customer is responsible for any additional amount lawfully required to complete the transaction.

If a vehicle licence has already expired, additional charges may apply. These may include:

• Late licensing penalties;
• Arrear licence fees;
• Additional government or statutory charges;
• Additional applications or forms;
• Additional visits to a licensing authority;
• Additional document preparation;
• Additional administrative work;
• Additional verification or investigation;
• Additional roadworthy, police-clearance or related requirements where applicable.

These amounts may not always be known when the original quotation is prepared.

Where TLG discovers that additional work or fees are required to complete the transaction, the customer may be issued with an additional quotation or invoice.

Unless an amount must be paid immediately to prevent further penalties or has already been authorised as part of the service, TLG will notify the customer before incurring a material additional TLG service charge.

The transaction may be placed on hold until the additional amount is paid.

A quotation is based on information available to TLG at the time it is prepared. Additional charges may become necessary if:

• The licence is expired;
• Penalties or arrears are discovered;
• The vehicle record contains incorrect or outdated information;
• Additional documents are required;
• A previous transaction must first be corrected;
• The registered owner details differ from those supplied;
• The licensing authority requires an additional procedure;
• A transaction requires additional trips or submissions;
• Additional work is required because of incomplete, incorrect or missing information supplied by the customer;
• An authority rejects the original submission and requires additional steps.

Any material additional TLG service charge will be communicated to the customer where reasonably possible before the additional work proceeds.

Government, statutory and third-party charges remain payable where required to complete the transaction.

Unless TLG has approved alternative payment terms in writing, payment is required upfront before a licensing transaction or service is processed.

This is necessary because TLG may be required to use the customer's funds to pay licence fees, statutory charges and third-party costs before the transaction can be completed.

TLG is not required to advance government fees or other external costs on behalf of a customer.

Where additional charges arise during processing, those additional amounts may also be required upfront before TLG continues with the transaction.

Available payment methods may include:

• EFT or electronic bank transfer;
• Debit or credit card;
• PayFast or another approved payment gateway;
• Apple Pay where supported by the payment provider;
• QR-code payment links;
• Other payment methods made available by TLG from time to time.

The payment methods displayed on an invoice or on the website at the time of payment are the methods available for that transaction.

TLG invoices may include a QR code or secure payment link. Scanning the QR code may take the customer directly to a payment page for the relevant invoice.

Customers must verify the invoice number, customer name and amount before authorising payment.

Customers who are unsure about payment details should confirm them directly with TLG before paying.

A payment is regarded as received once it has been successfully confirmed in TLG's banking or payment system.

Proof-of-payment screenshots or notifications may assist with reconciliation but do not by themselves constitute final confirmation that funds have cleared.

Where required, TLG may wait for funds to clear before paying external fees or submitting a transaction.

A quotation is based on the information available when it is prepared and is not necessarily a final government-fee calculation. Certain charges may depend on:

• Vehicle tare;
• Licence expiry date;
• Period for which the licence has been expired;
• Arrears;
• Late-licensing penalties;
• Transaction type;
• Vehicle status;
• Registering authority;
• Information recorded on eNaTIS or another official system;
• Additional documents or procedures required by an authority.

If an external, statutory or government charge changes or is discovered after a quotation is issued, the customer may be required to pay the difference before the transaction can be completed.

If additional work becomes necessary that was not reasonably included in the original quotation, TLG may charge an additional service fee after notifying the customer where reasonably possible.

If a customer pays less than the required amount, processing may be paused until the balance is paid.

If a customer accidentally overpays, the excess may be refunded, allocated to another outstanding invoice with approval, or held as a customer credit where agreed.

Certain TLG platform features may be provided on a subscription basis.

Subscription fees are generally billed in advance for the applicable subscription period.

Where recurring billing is activated, the customer authorises the applicable payment provider to process recurring payments according to the selected subscription.

Customers may cancel future subscription renewal in accordance with the subscription terms and applicable law.

Cancelling a subscription does not automatically reverse charges lawfully incurred before cancellation.

Unless otherwise stated, access to paid subscription features may continue until the end of the period already paid for.

If a recurring subscription payment fails, TLG may notify the account holder, retry the payment where permitted, restrict paid features, or suspend paid features until payment is brought up to date.

If a customer believes an invoice, payment or allocation is incorrect, they should contact TLG as soon as possible.

A payment dispute does not automatically entitle a customer to reversal of government fees or third-party costs already paid or irreversibly committed on the customer's behalf.

Refunds are governed by the Cancellation, Refund & Return Policy.

Government, statutory and third-party fees already paid or irreversibly committed may not be recoverable from the relevant authority.

Nothing in this policy removes rights that a consumer has under applicable South African law.

TLG may suspend processing where it reasonably believes a payment may be fraudulent, the payer is not authorised to use the payment method, information appears manipulated, or the transaction may involve unlawful activity.

The License Guys

4 Robben Road, Morganridge, Boksburg, 1459, South Africa

Telephone / WhatsApp: 082 657 6447

General: licenseguys@outlook.com

Accounts: financetlg@outlook.com

Website: licenseguys.app

TLG may update this policy when services, payment methods, legal obligations or business processes change. The latest version published on the website applies from its stated effective date.